System and method for certifying the contents of a correspondence

ABSTRACT

In a preferred embodiment, a method and system are disclosed for certifying contents of a correspondence sent from a sender to a recipient. Steps and modules are provided for receiving by an information processor over a communication network an electronic file from a sending workstation associated with the correspondence. Further recipient information is received over the communication network that represents the recipient of the correspondence, and an electronic copy of the electronic file is preferably generated. The electronic copy includes identifying coded information. Thereafter, the coded electronic copy is output as a physical document, and then imaged to create an electronic imaged copy. The electronic imaged copy is stored in a database, and the physical document is delivered to the recipient. The electronic imaged copy is retained and stored in the database as a certification of physical document sent to the recipient.

FIELD OF THE INVENTION

The present invention relates generally to communication, and, moreparticularly, to certifying, authenticating and retainingcorrespondence.

BACKGROUND OF THE INVENTION

Many parties use conventional couriers, such as the U.S. Postal Serviceor private couriers such as FedEx, UPS, and DHL, in order to sendcorrespondence/documentation to intended recipients. Although suchcouriers are frequently used, they do not guarantee compliance with manyU.S. and International regulatory requirements, such as theSarbanes-Oxley Act, U.S. Securities and Exchange Commission (“SEC”)rulings, European Union (“EU”) directives, the Health InsurancePortability and Accountability Act (“HIPAA”), or the like. The corerequirements of such regulations often include corporate governance andcontrols with respect to the dissemination, retention and eventualdestruction of corporate correspondence and documentation.

In response to various regulatory requirements, corporations oftenimplement miscellaneous e-mail retention programs, but are not oftenable to implement appropriate solutions for traditional physical(paper-based) correspondence and mail. Prior art methods for sendingphysical correspondence and mail pose potentially serious risks to acorporation because the sending party has no legal way of proving whatwas actually mailed or sent. For example, the U.S. Postal Serviceprovides certified mail or private courier services that only certifythat a particular package was sent or received.

Unfortunately, sending mail via conventional prior art options (e.g.,First Class Mail, Certified Mail or via overnight courier service) doesnot guarantee authentication and/or verification of what was actuallysent. Therefore, parties sending correspondence are unable to recordproperly and permanently the documents/correspondence that werephysically sent. This is due, in part, to the fact that no serviceprovider in the prior art is able to exactly reproduce the contents of aparticular package with any certainty nor with any third partyvalidation.

Typically, in the prior art, a sender can only prove that an envelopewas sent on a certain date, sent to a certain recipient via a certainservice and was received on a certain date by a certain person. Currentconventional mailing methods lack an ability to provide a sender with afull assurance that the contents of an envelope can be reproducedexactly.

SOX 302 and 404 compliance is not just a regulatory requirement; theSarbanes-Oxley Act, HIPAA, SEC Act and others can be an opportunity tocreate a regulatory compliance solution that makes good governance avalued corporate asset. Leading publicly traded corporations understandthis, particularly multi-nationals working hard to comply with myriadregulations in multiple regions around the globe. What theseorganizations need is a continuous assurance to not only preserve theircurrent compliance investments, but to implement a sustainable andcost-effective regulatory compliance solution that is driven by businessefficiencies and value.

Unfortunately, any party's lapse in securing, controlling and recordingphysical mail could potentially be subjected to stiff regulatory fines,legal claims, which may diminish the level of trust of your clients,customers and/or patients, should a specific piece of correspondenceand/or documentation come into question or be subpoenaed in a civillitigation.

SUMMARY OF THE INVENTION

In a preferred embodiment, a method and system are disclosed forcertifying contents of a correspondence sent from a sender to arecipient. Steps and modules are provided for receiving by aninformation processor over a communication network an electronic filefrom a sending workstation associated with the correspondence. Furtherrecipient information is received over the communication network thatrepresents the recipient of the correspondence, and an electronic copyof the electronic file is preferably generated. The electronic copyincludes identifying coded information. Thereafter, the coded electroniccopy is output as a physical document, and then imaged to create anelectronic imaged copy. The electronic imaged copy is stored in adatabase, and the physical document is delivered to the recipient. Theelectronic imaged copy is retained and stored in the database as acertification of physical document sent to the recipient.

Other features and advantages of the present invention will becomeapparent from the following description of the invention, which refersto the accompanying drawings.

BRIEF DESCRIPTION OF THE DRAWINGS

For the purpose of illustrating the invention, there is shown in thedrawings a form which is presently preferred, it being understood,however, that the invention is not limited to the precise arrangementsand instrumentalities shown. The features and advantages of the presentinvention will become apparent from the following description of theinvention that refers to the accompanying drawings, in which:

FIG. 1 shows an example hardware arrangement of a first preferredembodiment of the present invention;

FIG. 2 illustrates the functional elements of an example informationprocessor and/or workstation;

FIG. 3 includes an example display screen that is provided in accordancewith a preferred embodiment;

FIG. 4 shows an example account management display screen in accordancewith a preferred embodiment;

FIG. 5 illustrates a display screen that is preferably presented to auser who initiates a process to send a document in accordance with apreferred embodiment;

FIG. 6 displays an example display screen displayed after a user selectsa file to be uploaded from workstation to be sent in accordance with apreferred embodiment;

FIG. 7 illustrates example display screen for selecting recipients froman existing electronic address book;

FIG. 8 illustrates an example add/edit contact display screen that ispreferably provided to enable a user to add/edit a contact to adatabase;

FIGS. 9A and 9B show an example display screen that enables a user tomake packaging and shipping information selections;

FIG. 10 shows shipping courier pricing information returned by variouscouriers in response to a query therefor in accordance with a preferredembodiment;

FIG. 11 illustrates an example display screen that is presented to auser who selects a courier for delivery of correspondence in accordancewith a preferred embodiment;

FIG. 12 shows an example document retention definition display screenthat is preferably provided after a user selects a courier and deliveryschedule for sending correspondence in accordance with an exampleembodiment;

FIG. 13 shows an example document filing display screen enabling a userto categorize and store a document in a database;

FIG. 14 illustrates an example display screen for selecting billingoptions in accordance with a preferred embodiment;

FIG. 15 illustrates an order review display screen for a user to haveopportunity to review a total price for the order;

FIG. 16 shows an example order tracking display screen enabling a userto select options for tracking the status of an order placed inaccordance with a preferred embodiment; and

FIG. 17 illustrates steps associated with transmitting a document to arecipient in accordance with a preferred embodiment.

DETAILED DESCRIPTION OF THE PREFERRED EMBODIMENTS

In a preferred embodiment, the present invention provides a system andmethod for authenticating users and certifying correspondence such asletters, documents and other paper products, that are transmitted forexample, by private carriers or the U.S. Postal Service. Preferably, thesystem and method include a substantially fully automated process thatis designed to certify and authenticate the contents of each and everypackage sent in accordance with the teachings herein. For example,customers have the ability to send electronic and/or physical documentsto anyone in the world with the full assurance of document integrity,retention & retrieval, digital imagery, receipt verification andrecording, and authentication.

In accordance with the teachings herein, customers are provided withtechnological benefits and cost savings from enhanced document digitalimaging, correspondence (e.g., mail) fulfillment, and documentmanagement/retention technologies.

As used herein, a “module” refers, generally, to one or more discretecomponents that contribute to the effectiveness of the presentinvention. Modules can operate or, alternatively, depend upon one ormore other modules in order to function.

The certification service of the preferred embodiments is asubstantially automated process including imaging and bar coding of adocument sent by U.S. mail or other courier service, and further byconverting the image(s) into an electronic file format which attachesrelevant metadata. The metadata preferably includes a record of thedocument including its printing, packaging, shipping, and retentioninformation. The end result is a cohesive, verifiable, and completeelectronic record of the entire transmitted document. The record, whichis preferably retained within a secure data facility, may be retrievedby a customer at any time to verify the contents of what was sent, thesending party, the time/date when the document was received, and theparty who received it. Thus, certainty is provided in case an aspect ofthe document contents or delivery come into question. In addition, anenhanced document search and retrieval feature is preferably integratedin a platform significantly improves responsiveness to litigationdiscovery (including e-discovery) requests.

Although many of the examples and embodiments described herein referspecifically to paper documents, the invention is not so limited. Anycorrespondence can be transmitted using the features described herein.Moreover, as used herein, the term, “document,” refers to any printedmaterial.

In accordance with a preferred practice, users of the present inventionare preferably provided with a low-priced overnight and other deliveryservices across the continental United States and overseas. As describedin greater detail below, shippers are preferably queried for estimatessubstantially in real-time and the lowest price is preferably determinedbased on a cost-comparison. Cost-savings that are realized fromreceiving competitive bids from various couriers are preferably passedto the customer, thereby enabling a proprietor of the present inventionthe ability to provide the services described herein at affordablerates.

In one embodiment, documents to be sent to recipients via the presentinvention are received from senders in electronic form. Thereafter, eachpage of the document is bar coded, printed and then imaged prior tobeing packaged for delivery. The printed bar coded document that isconverted into electronically formatted image(s) is preferably stored ina database. Further, each image of a document is preferably associatedwith metadata, which, for example, may include an entire record of thedocument including production stages of printing, packaging, shippingand file retention information. In a preferred embodiment, the processis accomplished substantially automatically, without human manipulation.It is generally believed by the inventor that reducing human involvementduring processes associated with bar coding, printing, imaging,packaging and sending correspondences increases accuracy and makes forreliable document integrity.

Using the system and methods described herein, a cohesive, verifiableand complete electronic record of the entire document is provided. Thiselectronic record is preferably in a tamper proof format, and stored ina secure data facility. Preferably, the record may be searched andretrieved on demand by any authorized personnel at any time and from anylocation where access to a communication network, such as the internet,is available. By providing a system and processes that takes a full,post print, image of the entire document, which is securely stored andrecorded, including the complete tracking history of each and everyexpress envelope sent, the services provided are complete. In this way,users, including corporations, are assured of compliance with complexand changing regulatory challenges, such as related to documentretention.

Referring now to the drawings, in which like reference numerals refer tolike elements, FIG. 1 shows an example hardware arrangement forcertifying sealed envelope contents, and referred to generally ascontent certified and authenticated correspondence system 100. System100 comprises at least one information processor 102, and at least onecustomer workstation 104, each of which are adapted to access andcommunicate over communication network 106. Information processor 102preferably provides internet web site 103 that includes graphical screencontrols for enabling registered users to be availed of the featuresdescribed herein. As described in greater detail below, web site 103preferably includes downloadable virtual print driver 105 that is usedfor formatting and/or transmitting documents to be transmitted fromworkstation 104 to information processor 102. Preferably, informationprocessor 102 communicates with customer workstation 104 and receivesinstructions with respect to requests for certifying envelope contents.

As shown in FIG. 1, information processor 102 includes centralizedmailing and messaging center 110, including inserting station 1707(described below with reference to FIG. 17), that is operable to provideimaging, bar coding, printing, folding, binding, inserting, sealing andpreparing for courier service for a document. Preferably centralizedmailing and messaging center 110 is under the direct control of theproprietor of the information processor 102.

In the example shown in FIG. 1, centralized mailing and messaging center110 preferably includes an output printer, imaging device, envelopepreparing device and delivery mechanism. One skilled in the art willrecognize that the hardware arrangement of centralized mailing andmessaging center 110 illustrated in FIG. 1 is for example illustrativepurposes only, and that centralized mailing and messaging center 110 mayinclude fewer, more or other devices in alternative embodiments. Forexample, a centralized mailing and messaging center 110 may employbinding machine 118 to combine individual sheets. Also, the variousdevices associated with centralized mailing and messaging center 110shown in FIG. 1, including binding machine are presented as separate andapart from the output printer. Of course, one skilled in the art willrecognize that two or more of these devices may be integrated into asingle device. For example, the output printer may have a series ofattachments that comprise a binding machine.

Preferably, a convenient graphical user interface is provided that isintuitive and accessible by computing devices communicating over acommunication network using standard web browser software. Preferably,the interface comprises graphical screen controls, such as icons,buttons, drop-down lists, text box controls or the like, and further ismenu-driven and preferably provided in an integrated communicationsmanagement suite which further comprises centralized mailing andmessaging center 110.

Centralized mailing and messaging center 110 preferably centrallyprovides communications services, including in a corporate environment,as a fully hierarchical system giving “top to bottom” control over theuse of various modules by corporate employees and other authorizedpersonnel. Centralized mailing and messaging center 110 is preferablydesigned to allow managerial controls thereby providing a corporatecustomer with complete and detailed, on-demand logs covering relevantcommunication aspects offered within the centralized mailing andmessaging center 110. By providing a substantially automated service,customers achieve and maintain compliance with various regulations suchas: the Sarbanes-Oxley Act Sections 802 & 1102 (US); the HealthInsurance Portability and Accountability Act (US); the Security andExchange Commission Regulation 17a-4 (US); the NASD Rule 2210 (US); theNew York Stock Exchange —NYSE Rule 472(US); the Federal Rules of CivilProcedure(US); the European Parliament And The Council Of The EuropeanUnion Directive (95/46/ec); and Multi-Governmental Privacy laws. Ofcourse, the invention can be tailored to ensure compliance withvirtually any other regulatory or company requirement.

In a preferred embodiment, the user interface provided by centralizedmailing and messaging center 110 enables users to monitor and controlcommunications. The interface provides the user with a high level ofintegrity, security, ease and speed. Centralized mailing and messagingcenter 110, via information processor 102, preferably includes database111 that enables the user to comply with various and potentially complexregulatory standards, for example, as set forth by the U.S. federalgovernment. By using centralized mailing and messaging center 110, userscan perform various actions such as sending, auditing, receiving,reporting, and retaining communications that are sent and/or receivedfrom a single, secured internet-based environment, at any time and fromvirtually anywhere on the globe. For example, users can perform suchcommunication actions using the present invention. These and otherfeatures are described in greater detail below.

Furthermore, a service, referred to herein, generally, as “certifiedcontent authentication” assists a sender in achieving compliance withinternal controls and records retention measures, such as required bythe Sarbanes-Oxley Act, SEC rulings, EU Directives, HIPAA, or the like.

In addition to benefits provided with respect to compliance, certifiedcontent authentication enables senders to search for and retrieve copiesof previously sent physical correspondence and documents easily, therebyeliminating a potential for fraudulent claims, for example, byrecipients that a particular correspondence was not delivered or wasincomplete. By relying on certified content authentication, senders havethe ability to instantly establish the veracity of any claim ofnon-delivery, missing data, incompleteness or the like by a recipient,simply by using standard web browsing software. Users of the presentinvention are provided with a high degree of assurance, via a fullyintegrated document authentication and mail fulfillment service thattracks documents, that are received, coded, printed, imaged andpackaged.

Using the system and processes described herein, senders and recipientsof mailings have the ability to confirm the entire contents of acorrespondence, for example, to confirm that an entire (or less thanentire) document was included in a package. As noted above, this isaccomplished by providing an image of the actual, entire correspondencetaken before the correspondence was packaged and sent. In oneembodiment, the e-mail includes a hyperlink that, when selected,displays an image of the correspondence as well as relevant metadata. Inthis embodiment, by clicking on the appropriate link provided in thee-mail message, the recipient acknowledges having seen the documentseven before the physical correspondence has been delivered. In addition,all pertinent document information may be stored within a secure virtualdocument “vault” for varying retention periods, as prescribed byrelevant federal regulatory Acts. The documents may be retrieved by anyauthorized person, preferably over a secure communication session usingstandard web browser software thereby enabling the person to view thedocument at any given time, and from any location around the globe. Thedocument and corresponding information, such as shipping details, cannot be altered and/or deleted from the secure vault. As part of theregulatory requirements, the documents are preferably automaticallydeleted at the end of a mandatory retention period, unless a userchooses to retain documents for longer a period of time.

Information processor 102 preferably includes all databases necessary tosupport the present invention. However, it is contemplated thatinformation processor 102 can access any required database viacommunication network 106 or any other communication network to whichinformation processor 102 may be coupled. Communication network 106 ispreferably a global public communication network such as the Internet,but can also be a wide area network (WAN), local area network (LAN), orother network that enables two or more computers to communicate witheach other.

In a preferred embodiment, information processor 102 and customerworkstation 104 are any devices that are capable of sending andreceiving data across communication network 106, e.g., mainframecomputers, mini computers, personal computers, laptop computers, apersonal digital assistants (PDA) and Internet access devices such asWeb TV. In addition, information processors 102 and customer workstation104 are preferably equipped with a web browser, such as MICROSOFTINTERNET EXPLORER, NETSCAPE NAVIGATOR and the like. Informationprocessors 102 and customer workstations 104 are coupled tocommunication network 106 using any known data communication networkingtechnology.

As shown in FIG. 2, the functional elements of an example informationprocessor 102 and/or workstation 104 are shown, and include one or morecentral processing units (CPU) 202 used to execute software code andcontrol the operation of information processor 102, read-only memory(ROM) 204, random access memory (RAM) 206, one or more networkinterfaces 208 to transmit and receive data to and from other computingdevices across a communication network, storage devices 210 such as ahard disk drive, floppy disk drive, tape drive, CD ROM or DVD forstoring program code, databases and application data, one or more inputdevices 212 such as a keyboard, mouse, track ball, microphone and thelike, and a display 214.

The various components of information processor 102 need not bephysically contained within the same chassis or even located in a singlelocation. For example, storage device 210 may be located at a site whichis remote from the remaining elements of information processor 102, andmay even be connected to CPU 202 across communication network 106 vianetwork interface 208. Information processor 102 preferably includes amemory equipped with sufficient storage to provide the necessarydatabases, forums, and other community services as well as acting as aweb server for communicating hypertext markup language (HTML), Javaapplets, Active-X control programs or the like to customer workstations104. Information processors 102 are arranged with components, forexample, those shown in FIG. 2, suitable for the expected operatingenvironment of information processor 102. The CPU(s) 202, networkinterface(s) 208 and memory and storage devices are selected to ensurethat capacities are arranged to accommodate expected demand.

As used herein, the terms “link” and “hyperlink” refer to a selectableconnection from one or more words, pictures or other information objectsto others in which the selectable connection is presented within the webbrowser. The information object can include sound and/or motion video.Selection is typically made by “clicking” on the link using an inputdevice such as a mouse, track ball, touch screen and the like. Ofcourse, one of ordinary skill in the art will appreciate that any methodby which an object presented on the screen can be selected issufficient.

The functional elements of information processor 102 shown in FIG. 2 areof the same categories of functional elements present in customerworkstation 104. However, not all elements need be present in thecustomer workstation 104. For example, storage devices 210, in the caseof PDA's, and the capacities of the various elements are arranged toaccommodate the expected user demand. Moreover, CPU 202 in customerworkstation 104 may be a smaller capacity CPU than the CPU present inthe information processor 102. Similarly, it is likely that theinformation processor 102 will include storage devices of a much highercapacity than storage devices present in customer workstation 104. Ofcourse, one of ordinary skill in the art will understand that thecapabilities of the functional elements can be adjusted as needed.

The nature of the invention is such that one skilled in the art ofwriting computer executable code (i.e., software) can implement thedescribed functions using one or more of a combination of popularcomputer programming languages and developing environments including,but not limited to C, C++, Visual Basic, JAVA, HTML, XML, ACTIVE SERVERPAGES, JAVA server pages, servlets, and a plurality web site developmentapplications.

Although the present invention is described by way of example herein andin terms of a web-based system using web browsers and a web site server(information processor 102), system 100 is not limited to the aboveconfiguration. It is contemplated that system 100 is arranged such thatcustomer workstation 104 communicate with and display data received frominformation processor 102, using any known communication and displaymethod, for example, using a non-Internet browser WINDOWS viewer coupledwith a local area network protocol such as the Internet Packet Exchange(IPX), dial-up, third-party, private network or a value added network(VAN).

It is further contemplated that any suitable operating system can beused on information processor 102 and customer workstation 104, forexample, DOS, WINDOWS 3.x, WINDOWS 95, WINDOWS 98, WINDOWS NT, WINDOWS2000, WINDOWS ME, WINDOWS CE, WINDOWS POCKET PC, WINDOWS XP, MAC OS,UNIX, LINUX, PALM OS POCKET PC and any other suitable operating system.

As used herein, references to displaying data on information processor102 and customer workstation 104 refers to the process of communicatingdata to the terminal across communication network 106 and processing thedata such that the data is viewed on the display 214, for example byusing a web browser and the like. As is common with web browsingsoftware, the display screen on customer workstation 104 presents siteswithin the system 100 such that a user can proceed from site to sitewithin the system by selecting a desired link.

Therefore, each user's experience with system 100 is based on the orderwith which he/she progresses through the display screens. Graphiccontrols are preferably available in the display screens and modules toinitiate data processes, and to provide convenient navigation betweenthe display screens and modules of system 100. In other words, becausethe system is not completely hierarchical in its arrangement of displayscreens, users can proceed from area to area without the need to“backtrack” through a series of display screens. For that reason, andunless stated otherwise, the following discussion is not intended torepresent any sequential operation steps, but rather to illustrate thecomponents of system 100.

As used herein, the term “proprietor” refers, generally, to anowner/operator of a device, such as information processor 102. Aproprietor does not have to be in physical proximity of the device inorder to exercise control over it. Also as used herein, a proprietorrefers to a party (e.g., an individual, company, corporation, etc.) whoexercises control over the content and features provided on a web siteand/or information processor 102. Further, a “customer” refers,generally, to an individual, business or other party that contracts forservices described herein, typically provided via a proprietor.

Preferably, information processor 102 provides a production web site 103to which visitors can connect. Production web site 103 is available toanyone who is able to establish a communication session with theinformation processor 102, for example, using a standard web browsingsoftware application. Once the session is established, the user ispreferably prompted to enter a user name and password to enable the userto provide proper authorization to access features for registeredcustomers who have contracted for the services provided by theproprietor of the production web site 103.

In accordance with the teachings herein, content certified andauthenticated mail system 100 preferably enables customers outside ofthe continental U.S to benefit from the low overnight rates realized byUnited States clients, when addressing the mail to a continental U.S.address. Preferably, correspondence may be delivered overnight orstandard service regardless where the correspondence originates. Inaccordance with a preferred business method, customers around the worldof the proprietor realize cost savings and efficient documentdistribution. Also preferably, correspondence tracking is available forcustomers of proprietor of information processor 102. Correspondencetracking and delivery details are preferably added to an electronic fileassociated with the delivered document, and stored within database 111.

As noted above, the present invention addresses customer responsibilitywith regard to state and federal document regulations. A particularlydemanding aspect of state and federal regulations regards documentretention and archiving practices. Accordingly, comprehensive solutionsare preferably provided to ensure compliance with such regulations.Centralized mailing and messaging center 110 offers customers an arrayof document retention, search and retrieval options, and documentarchival options. Documents can be searched and retrieved easily over aconvenient and intuitive user interface, thereby obviating a need forspecialized computer knowledge or training.

Preferably, documents are retained for various time-periods, ranging afew days to over 30 years, depending on a customer's needs and/orcorresponding regulatory requirement. Preferably, a customer has anoption to archive documents at the end of a mandated retention period,or the client can initially choose to purge documents automaticallyfollowing completion of a required retention period.

Thus, the retention and archiving features of the present inventioneliminate guesswork and calculation errors surrounding importantregulatory compliance requirements.

In a preferred embodiment, each document prepared by centralized mailingand messaging center 110 for processing, shipping and retention isautomatically issued a 2-dimensional(“2D”) barcode, as known in the art.The 2D format is preferred because substantially more information can beencoded into a 2D bar code than in a ID barcode.

The 2D barcode is preferably printed on each and every page of adocument, and can thereafter be referenced for document tracking andretrieval. The 2D barcode for each document preferably comprises variousinformation elements, for example: document ID, current page number,total number of pages, single sided/double sided. Using thisinformation, other information related to the document stored in thedatabase 111 can be retrieved. Of course, one skilled in the art willrecognize that other information can be embedded in the bar code, asknown in the art.

A particularly valuable feature of the 2D symbology is the ability toretrieve data from the bar code, even in case the bar code suffers fromphysical damage. This is achieved by including redundancy in thecompleted symbol (2D). The redundancy can allow recovery from as much as40% damage to the symbol itself. Thus, the teachings herein employ stateof the art technologies in order to protect and ensure the safety ofdata/documents and technology evolves, new efficiency and safetyfeatures will be implemented, as needed, as will become evident to oneskilled in the art. Therefore, and as described above, although the manyof the descriptions herein refer to current hardware and softwareembodiments, the present invention is not so limited.

In addition to assisting customers to achieve regulatory compliance,centralized mailing and messaging center 110 provides customers withbenefits of a technological convergence of prevalent forms ofcommunication (i.e., physical mail, e-mail, video conferencing, voiceconferencing, communication management, instant messaging, facsimile andvoice) into one fully integrated, audible system, and including state ofthe art document retention and reporting features. Centralized mailingand messaging center 110 enables customers to send, receive, retain,restrict access to, audit, report on, immediately retrieve, and managetheir daily communications preferably in a secure internet basedsession, anywhere in the world. All of the above are preferably providedin addition to document management tools.

Moreover, centralized mailing and messaging center 110 provides inboundmail, certified e-mail, instant messaging, certified facsimile, videoconferencing, voice conferencing, certified invoicing, file storage, andoutbound mail retention services all with communication managementfeatures, as described herein. In this way, centralized mailing andmessaging center 110 provides customers with an ability to maintaincompliance with various requirements, including: internal controls,records retention, timely retrieval, and privacy restrictionsincorporated within recent regulatory mandates. By ensuring compliance,centralized mailing and messaging center 110 restricts and tracks accessto sensitive documents, monitors usage of e-mail/physicalmail/facsimiles. Further, e-mail, mail, fax, instant message, and voicemail messages are preferably retained, and document/message retrieval isexpedited, for example, for enhanced responsiveness to litigationdiscovery requests.

In an embodiment, a data entry display form is provided to a user forcomposing and submitting an e-mail message. As known in the art, forexample, a web-based form is provided that includes text box controlsenabling a user to submit a recipient's e-mail address, a subject line,and a body of an e-mail letter. A graphical screen control, such as abutton, is further provided that, when selected, invokes a mailto orsimilar command, as known in the art. Unlike typical prior art web-basede-mail forms, however, the e-mail letter drafted by the user is notdirectly transmitted to the e-mail address provided in the recipient'se-mail address control. Instead, the e-mail is transmitted tocentralized mailing and messaging center 110, where it is processed inaccordance with the teachings herein. For example, the e-mail ismodified to include a bar code on each page, the e-mail is printed,imaged, and stored. Thereafter, the modified e-mail is forwarded to thee-mail address originally provided in the recipient's e-mail addresscontrol. In one embodiment, the e-mail address provided in therecipient's e-mail address control is verified before the e-mail messageis sent.

Thus, in a preferred embodiment, the present invention includes anability to send and receive content certified e-mails to centralizedmailing and messaging center 110 from anyone around the globe. Theentire e-mail file, including relevant recorded information is storedsecurely, in compliance with various regulatory requirements.

When a user sends a certified e-mail, he can purchase an option, such as“enhanced certified e-mail,” which includes a personal identificationnumber and a prompt for the recipient to enter a telephone number.System 100 preferably locks the link such that access to the document isnot yet provided. System 100 preferably calls the telephone number andasks the recipient to enter the personal information number. Thereafter,the recipient states his name and attests that he is the intendedrecipient of the e-mail. The recipient is recorded, and, thereafter, thelink is preferably unlocked and the user gains access to the e-mail.Moreover, security measures are employed, such as known in the art, andthe user's internet protocol address is stored.

Furthermore, the content certification process ensures that e-mailcorrespondence cannot be tampered with after having been sent. Further,e-mail correspondence cannot be removed/deleted until a predefinedretention period has lapsed. Thereafter, e-mail correspondence isautomatically deleted, unless a user wishes to retain a copy using theoption to extend the retention period.

FIG. 3 includes an example display screen 300 that is provided inaccordance with a preferred embodiment. Display screen 300 includessections 302 and 310, which may be provided in various other displayscreens illustrated and described herein. For example, display screen300 includes shortcuts section 302 that comprises selectable choices forvarious options. In the example shown in FIG. 3, shortcuts section 302includes Send A Document icon 304 that, when selected, causesinformation processor 102 to present display screens operable for a userto order a document delivery process (described in greater detail below,with reference to FIGS. 5-15). Shortcut section 302 further includesBrowse Documents icon 306 that enables a user to review previously sentdocuments that are or will be delivered in accordance with the teachingsherein. Further Order Tracking icon 308 is provided in section 302 thatenables a user to track a pending document order.

Also shown in display screen 300, Print Driver Download section 310 isprovided that enables a user to download virtual print driver 105 forconvenient access to many of the features described herein. Print DriverDownload section 310 includes a link to a virtual print driver 105 that,when installed on workstation 104, enables a user to place an order withinformation processor 102 once the user outputs a document to a“virtual” printer associated with the driver 105. Once the user printsthe document to the virtual printer, the output is preferably saved asan ADOBE PORTABLE DOCUMENT FORMAT (“PDF”) file, and a communicationsession is preferably established with information processor 102 toenable the user to make selections regarding delivery of the document,such as described below with reference to FIGS. 5-15. For example, afterthe PDF is created, the user's default web browser software applicationis automatically launched, and the browser is pointed to a uniformresource locator (“URL”) to web site 103 information processor 102.

In a preferred embodiment, PDF files are uploaded to informationprocessor 102 from workstation 104. Virtual print driver 105 preferablygenerates a copy of the document from a first format (e.g., spreadsheet,image, database, word processor) to be formatted as a PDF. In this way,the user is provided with a convenient mechanism to convert a documentfrom one format to PDF, and a convenient communication path toinformation processor 102 is also provided.

With reference now to FIG. 4, an example account management displayscreen 400 is shown and usable for an authorized user to add or modifyan existing account. As shown in manage account section 402, selectabletext controls (e.g., hyperlinks) are provided that enable a user toperform various functions. As shown in FIG. 4, manage account section402 includes selectable choices for modifying a user profile, managingusers, view account activity and manage document retention settings.Financial Information section 404 includes selectable choices formanaging credit card credit card information for use by users, managingpre-payment options, and viewing account transactions. In EnterpriseManagement section 406, selectable choices are provided to enable a userto combine two accounts together and to manage company and departmentdemographic information. Further, Report section 408 includes options togenerate reports, including to report purchase activity and transactiondetails.

As described above with regard to display screens provided in accordancewith a preferred embodiment, display 400 also includes shortcuts section302. However, unlike shortcuts section 302 shown in FIG. 3, shortcutssection 302 in display screen 400 offers a user selections also providedin account section 402, financial information section 404, enterprisemanagement section 406 and report section 408. By providing all of theselections in a compact, convenient area, a user is provided with aconvenient interface for operating the present invention. Further,display screen 400 includes tabs 410 enabling a user to navigate toother display screens providing functionality in accordance with theteachings herein.

FIGS. 5-15 illustrate example display screens provided to a user who isin the course of sending a document correspondence in accordance with apreferred embodiment.

FIG. 5 illustrates display screen 500 that is preferably presented to auser who selects Send A Document hyperlink 304 in shortcuts section 302(FIG. 3). Once selected, display screen 500 is presented which includesprint progress view section 502 that identifies the steps associatedwith placing an order in accordance a preferred embodiment, and furtheridentifies the steps the user has completed, the step the user isperforming, and the steps the user has yet to complete. As shown indisplay screen 500, print progress view section 502 identifies thestatus of steps associated with submitting a document, selecting asender's address options, selecting the sender's address, selecting thereceiver's address, selecting packaging and shipment options,adding/removing recipients, defining/selecting a document retentionperiod, filing the document, selecting billing options,reviewing/selecting an order, and placing the order. In the embodimentshown in FIG. 5, the options shown in print progress view section 502are not selectable (e.g., formatted as hyperlinks), but instead operateto display the progress of an order. Moreover, each option has acheckbox placed adjacent thereto that, when selected, indicates acompleted task.

Continuing with reference to FIG. 5, upload section 504 includesgraphical screen controls (e.g., textboxes, drop-down lists, checkboxes,buttons, etc.) for defining characteristics related to the document theuser desires to send. For example, controls are provided for a user tomake selections regarding characteristics of the documentcorrespondence. For example, Image Color drop-down list 506 isselectable to define whether the document is black & white or color.Further Paper Size drop-down list 508 is selectable to define apreferred paper size, and File Name text box 510 is provided to enable auser to submit the name of the document, preferably including the driveand pathname. Also preferably included is Browse button 512 that enablesthe user to navigate a particular folder (or directory) on workstation104 where the document is stored, and, thereafter, to select thedocument name to be uploaded. Using Browse button 512, the user does notleave to recall long and potentially complicated path/directory nameswhere the document is stored, or the name of the document.

Once the full name of the file is displayed in file name text box 510,the user selects Upload File button 514 to cause the selected file to betransmitted to information processor 102. Alternatively, the userselects Cancel Order button 516 to abort the process. As noted above, ina preferred embodiment, the user uploads a document formatted as a PDF,preferably generated via virtual print driver 105. Of course one skilledin the art will recognize that any file format can be support inaccordance with various embodiments without departing from the teachingsherein.

In a preferred embodiment, any format document has optical characterrecognition process performed thereon. Once performed, an electronicdocument, such as formatted as a PDF can be searchable, as known in theart. This is particularly useful, for example, e-discovery requirements.

FIG. 6 illustrates an example display screen 600 and displayed after theuser selects a file to be uploaded from workstation 104, as describedabove with reference to FIG. 5. As shown in FIG. 6, print progress viewsection 502 indicates that the document has been previously submitted.In sender's address section 602, the user selects Default Address radiobutton 604, for selecting an address previously submitted by the userduring an initial registration process. Alternatively, the user selectsContact Address radio button 606 which enables the user to select anaddress from a list of contacts. After the user selects either radiobutton 604 or 606, the user selects Continue button 608 to proceed withthe order process or, alternatively, selects Cancel Order button 610 toabort the process.

FIG. 7 illustrates example display screen 700 for selecting recipientsfrom an existing electronic address book, such as known in the art.Preferably, display screen 700 is displayed after the user selects radiobutton 606 (FIG. 6), and thereafter selects Continue button 608. In theexample shown in FIG. 7, three contacts are displayed in contactselection section 702, John Jones, Mary White and Bill Smith. Adjacentto each name is Edit button control 704 which, when selected, preferablycauses information processor 102 to display add/edit contact displayscreen 800 (described in greater detail below, with reference to FIG.8). In a preferred embodiment, when a contact name is selected incontact selection section 702, corresponding address and contactinformation is preferably displayed in address section 706. In theexample shown in FIG. 7, John Jones is selected in section 702, withJohn Jones' corresponding address information displayed in section 704.Also displayed in FIG. 7 are shortcuts section 302 and print driversection 310 (FIG. 3).

FIG. 8 illustrates an example add/edit contact display screen 800 thatis preferably provided to enable a user to add/edit a contact todatabase 111 and provided after a user selects a contact and,thereafter, selects Edit button control 704 (FIG. 7). Included in FIG. 8is add/edit contact section 802 that includes Address Type drop-downlist 804 enabling a user to categorize the contact. In the example shownin FIG. 8, the contact is categorized as a “business” contact. Othergraphical screen controls are provided for entering a company name, andfor entering corresponding demographic information (e.g., street, P.O.,city, state, zip code, country, telephone number and e-mail address).After the user is satisfied with the submitted entries, the user selectsSave button 806 to save the entries in database 111. Also displayed inFIG. 8 is print progress view section 502 that indicates user's progresswith respect to an order being placed with the information processor102.

FIGS. 9A and 9B illustrate an example display screen 900 that enables auser to make packaging and shipping information selections. As shown inFIG. 9A, recipient information section 902 is provided to enable thesender to define a recipient. In FIG. 9A, John Jones is indicated as theintended recipient. Remove hyperlink 904, when selected, causesinformation processor 102 to remove the selected contact as a recipient.Alternatively, the user can select Modify Address hyperlink 906 thatenables the user to modify the recipient's address, such as describedabove with respect to FIG. 8.

After the user is satisfied that the recipient information is correct,the user selects an option for packaging information. For example, theuser selects Envelope drop-down list 908 to select an envelope dimensionor other type of envelope. Moreover, the user selects Paper Typedrop-down list 910 and one or two sided radio buttons 912 to select atype of paper. Preferably, costs associated with the packaginginformation is automatically calculated and displayed for the user, anda total supplies cost is displayed in section 914.

Referring now to FIG. 9B, shipping method section 916 is provided toenable a user to request information processor 102 retrieve competitiveshipping rates from a plurality of couriers. In the example shown inFIG. 9B, DHL, FEDEX and UPS are the selected couriers. Of course, oneskilled in the art will recognize that any party providing courierservices can be requested to submit quotes for providing shippingservices. Also as shown in FIG. 9B, shipping method section 916 includesa tabular grid representing various delivery options provided by therespective couriers. For example, options for Saturday delivery, 8:30a.m. delivery, 10:30 a.m. delivery, Next Day delivery, 1 day delivery, 2day delivery and ground delivery options are shown. In the example shownin FIG. 9B, when the user is ready to submit the request for shippingrates to the respective couriers, the user selects Get Shipping Ratesicon 918. Alternatively, the user can select Cancel Order 920 to abortthe order.

After the user selects get shipping rates icon 918, informationprocessor 102 preferably queries the respective couriers for priceinformation. The respective couriers preferably submit substantiallyreal-time responses to the query and the grid in section 916 ispreferably populated with price information from the couriers for therespective delivery options. In the example shown in FIG. 10, DHLreturned no pricing information, FEDEX and UPS offer competitive rates,FEDEX offering less expensive delivery rates for 8:30 a.m., but moreexpensive delivery rates for 10:30 a.m., Next Day, and 1 Day delivery.In the example shown in FIG. 10, UPS did not return any pricinginformation for 2 Day delivery, and no courier returned pricinginformation for Saturday delivery or Ground delivery. All of the pricesin the example section 916 shown in FIG. 10 are preferably formatted asselectable links that, when selected, cause information processor 102 toaward the order to the selected courier for the selected deliveryoption.

FIG. 11 illustrates example display screen 1100 that is preferablypresented to a user who selects a link displayed in the grid shown inshipping method section 916. As shown in the example in FIG. 11, orderconfirmation section 1102 identifies the recipient, order details,e-mail confirmation and subtotal costs associated with the selectionpreviously made in shipping method section 902. In the example shown inFIG. 11, the user previously selected FEDEX as the courier and a 10:30a.m. delivery. A comparison of shipping costs shown in FIG. 10 indicatethat the 10:30 a.m. delivery by FEDEX is not the least expensive choice.This example demonstrates the flexibility of the present invention inthat the user has the ability to select a desired shipping/delivery timeand not be automatically assigned a courier by information processor 102such as the least expensive courier.

Continuing with reference to FIG. 11, in case the user changes his mindand decides not to hire the selected courier, the user selects Removeicon 1104 to remove the selection and review the previously submittedprices and couriers in shipping method section 916, such as shown inFIG. 10. As noted above, the user can select Email Confirmation checkbox1106 to instruct information processor 102 to transmit an e-mail messageto the recipient that includes a link to an electronic (preferably PDF)copy of the document. This enables the recipient to review an electronicversion of the document prior to the document being physicallydelivered.

Once the user is satisfied with the options displayed in orderconfirmation section 1102, the user selects Continue button control 1108Alternatively, the user can select Cancel Order 1110 to abort theprocess. Moreover, the user can select Add Another Recipient hyperlink1112 to select additional recipients of the document. Using hyperlink1112 the user can select a plurality of parties to receive the document.After the user selects Continue button 1108, the user definesdocumentation retention information with respect to the document.

FIG. 12 illustrates an example document retention definition displayscreen 1200 that is preferably provided after a user selects a courierand delivery schedule for sending correspondence in accordance with theteachings herein. In order to ensure compliance with regulatory andother requirements associated with document retention, users select anappropriate retention period for documents, preferably during theprocess of selecting a recipient and courier for delivery. In theexample shown in FIG. 12, the user selects in document retentionselection section 1202 options that categorize the document and acorresponding document retention period therefor. For example, in casethe correspondence regards an emergency action plan, the user selects anoption directed to emergency action plans and a corresponding retentiontime period of ten years.

In the example shown in FIG. 12, a tree-like hierarchical structure isdisplayed that is organized by business departments (e.g., “Accounting”and “Administration”). Under the general departmental categories arecategorical options for documents associated with the respectivedepartments. For example, document categories associated with thedepartment, “Administration,” include “Management Information,”“Planning/Forecasting,” “Policies/Procedures,” “Property Management,”and “Records Management.” Under the respective document categories inFIG. 12 are particular document types. For example, under the documentcategory, “Policies/Procedures,” is an option for “Emergency ActionPlans.”

In a preferred embodiment, the tree-like structure shown is customizableby a properly authorized user to assign new categories, subcategoriesand document types. For example, the authorized user can assign a newsubcategory within the category, “Administration,” by selecting the“Administration” option (e.g., by “right-clicking” thereon, as known inthe art), and selecting a context-menu selection (also as known in theart) for adding a subcategory (not shown). Using this interface, theuser can define new categories, subcategories, document types andcorresponding retention periods.

One skilled in the art will recognize that many alternative userinterface options are available without departing from the spirit andteachings herein. For example, button controls may be provided thatcause information processor 102 to display one or more data entry formsfor the authorized user to define category, subcategory, document typesand retention periods. Alternatively, formatted data (e.g., incomma-delimited ASCII text files, spreadsheets or any other known dataformat) may be imported and used to automatically populate category,subcategory, document type and/or document retention periods. Moreover,one skilled in the art will recognize that various category options canbe provided without departing from the spirit and teachings herein. Forexample, documents may be arranged alphabetically by name and selectablein a drop-down list by a user. Alternatively, documents may be orderedby retention period. In an alternative embodiment, information processor102 may automatically assign document retention periods for particulardocuments and document types.

Once the user selects an appropriate document retention period for thedocument being sent, information processor 102 preferably stores theinformation in database 111 to ensure document retention compliance ismaintained.

In the example shown in FIG. 12, links are preferably provided insection 1204 that enable a user to access account section 402,enterprise management section 406 and reports section 408, as describedwith reference to FIG. 4. The links provided in section 1204 provide theuser with a convenient interface for quickly accessing managementfunctionality display screens without having to navigate severalunrelated display screens.

After a user defines an appropriate retention period for the documentbeing sent to a recipient, the user is preferably presented withdocument filing display screen 1300, substantially as shown in FIG. 13.Document filing display screen 1300 provides graphical screen controlsfor a user to define/select options associated with the document indatabase 111. In document filing section 1302, the user preferablyselects drop-down list 1304 to select a category of document. In theexample shown in FIG. 13, a “General” category is selected by the user.Preferably, authorized users are able to add new categories by selectingAdd New Category hyperlink 1306 and submitting entries, for example, ina data entry display form for the new category, and one or moredescriptions of the category. Thereafter, the user preferably submitsentries in text boxes 1308 and 1310 to name and describe the document,and, thereafter selects Continue button control 1312 to proceed with theorder. Alternatively, the user can select Cancel Order button control1314 to abort the process.

After the document is filed, the user preferably proceeds submit billingoptions, substantially as shown in billing options section 1402 indisplay screen 1400 (FIG. 14). In the example shown in FIG. 14, section1402 provides the user with radio button control options to be invoiced,submit credit card information once for this order, or apply credit cardinformation previously stored in database 111. Of course, one skilled inthe art will recognize that alternative billing options can be provided,such as PAYPAL payments, automatic bank account debit payments, purchaseorder payments, or other electronic financial transaction mechanisms, asknown in the art.

After the user submits a billing option, display screen 1500 (FIG. 15)is preferably displayed and the user has an opportunity to review thetotal price for the order in order review section 1502. When the user issatisfied with the selections, the user selects Process Order buttoncontrol 1504. Once selected, the user's order is preferably submittedand processed by information processor 102 in accordance with theteachings herein.

As noted above with reference to FIG. 3, a user can select an option fororder tracking for previously submitted orders. As noted above, contentsof physical correspondence (e.g., documents) and electroniccorrespondence (e.g., e-mail) can be certified using the modules andfeatures described herein. After an order is placed, a user can track orreview the status of the order (preferably for either physicalcorrespondence or electronic correspondence), such as shown in displayscreen 1600 in FIGS. 16. In section 1602 of FIG. 16, a series ofdrop-down lists are provided to enable a user to search for a particularorder. For example, the user can search for orders based on companyname, recipient and/or category. Further, there is provided an option tosort search results in various ways, such as by document date.

The present invention is now further by way of an example and describedwith reference to FIG. 17. A customer desires to send a document to arecipient via content certified and authenticated correspondence system100. Using customer workstation 104, the customer creates document 1702,for example, using standard word processing software. In a preferredembodiment, the user prints the document to virtual print driver 105 toconvert the document to a PDF file, and to establish a communicationsession with information processor 102. Thereafter, document 1702(preferably converted to PDF) is uploaded to information processor 102.

Continuing with the example illustrated in FIG. 17, informationprocessor 102 preferably modifies document 1702 by adding a bar code toeach and every page of the document, thereby generating bar codeddocument 1704. Thereafter, document 1704 is physically printed by aprinter in centralized mailing and messaging center 110. In the exampleshown in FIG. 17, devices included in centralized mailing and messagingcenter 110 have reference numeral 110. Although the respective devicesare each labeled with reference numeral 110, it is to be understood thatthese and/or other devices may be included in process. For example, theprinter shown in FIG. 17 may be replaced by another device, such as aplotter or other output device.

Once the document 1704 is printed, each page is preferably imaged. Inthe example shown in FIG. 17, a camera is used to photograph document1704. Of course, one skilled in the art will recognize that otherimaging technology may be employed, such as a scanner, fax machine orother known device(s) to provide a digital copy of document 1704. Oncedocument 1704 is imaged, the digital copy is preferably stored indatabase 111. Additionally, the physical copy of document 1706 isprocessed in centralized mailing and messaging center 110, such as toscan the barcodes on each page and verify that document 1706 iscomplete.

Thereafter, document 1706 is provided to inserting station 1707 toperform at least one of folding, binding, inserting and sealing document1706 into an envelope. Preferably, the envelope is formatted with aclear “windowed” portion, and the first page of every package is the“airway bill,” as known in the art. In this way the document can beinserted with mailing information easily viewed, without a need forhuman interaction, which increases the document's integrity.Alternatively, any known method of preparing document 1706 for deliveryto the recipient is envisioned herein. The packaged document 1708 ispreferably addressed and fees associated with delivery are preferablyprepared. Once packaged document 1708 is prepared, the packaged documentis delivered via courier 1710 and delivered to the recipient.

In addition to physical documents sent via courier, customers of theproprietor of information processor 102 are given an ability to send andreceive content certified e-mail to anyone on the globe with the fullassurances of time/date stamping, e-mail and fax receipt verificationand recording. This content certification process ensures that e-mailmessages are not changed or otherwise tampered with once transmitted bythe sender. Preferably, a duplicate true image of the sent e-mail iscreated and securely stored in database 111. The image and correspondinginformation, such as tracking information and confirmation receipts, canbe retrieved and viewed on demand by authorized personnel.

Moreover, customers are provided the ability to retain and easilyretrieve all internal and external instant message communications, forexample, between their employees and their instant message enabledclients. In addition to recording and retrieval, the present inventionenables customers to search instant message records by user, date,and/or keyword, thus increasing the customer's ability to verifyinformal agreements and respond effectively to discovery and regulatoryrequests.

In yet another embodiment, customers have access to a fax service thatpreferably transmits a customer's faxed document to either aconventional fax or e-mail address, and thereafter confirms and recordsreceipt. A copy of the faxed document, confirmation receipt; andrelevant metadata (the entire record of the document including itselectronic transmission and retention information) may be retained incase, for example, any aspect of the faxed document or its transmissioncome into question.

In still another embodiment, a Voice Over Internet Protocol (“VOIP”)integration is provided for customers to use VOIP to make domestic andinternational calls over the internet. This service provides thecustomer with significant savings when compared to traditional phoneservices. In addition to the provision of VOIP telephone service,customers are provided the ability to see, listen, and manage multiplevoices mail boxes from one single location, a computing device.Customers can use the convenience of the internet to check their voicemail from any location without having to make a call. Preferably, allvoice mail messages automatically are displayed in a convenientinterface and include identifying information such that the messages canbe prioritized, screened, and stored without a need to listen to them.An added feature gives the customer the ability to store voice mailmessages indefinitely. This feature may be activated for regulatory orlitigation purposes, and comes complete with time/date stamp and callerID information.

Yet another feature of the present invention includes inbound mailautomation for business accounts. Business customers are preferablyprovided with the ability to direct incoming mail documents tocentralized mailing and messaging center 110. Business customers maylarge volumes of mail (e.g., insurance claims, forms, etc) which can bedirected to the centralized mailing and messaging center 110, where thedocuments are preferably scanned and e-mailed, thereby reducing a needfor dedicated physical resources and storage space. Each e-mailpreferably provides the subject, keywords, name of sender, date it wasreceived, and the image of the scanned document. Preferably, inboundmail automation includes forwarding of physically mailed documents tocentralized mailing and messaging center 110, automated envelope openingand document imaging ensuring maximum privacy, document bar coding,immediate forwarding of paper based mail to the customer's e-mailaccount, protection from chemical, explosive, and biological agents, andenhanced document retention/retrieval/reporting features.

In addition to providing inbound mail automation service for businesscustomers, residential accounts are similarly supported. Residentialcustomers can elect to have physical mail delivered to them while theyare away from their home location. In accordance with a preferredembodiment, incoming physical mail is redirected to centralized mailingand messaging center 110, where inbound mail is scanned, and e-mailed tothe customer. Each e-mail preferably provides the subject, name ofsender, date it was received, and the image of the scanned document. Inaddition to the convenience of having residential (home) physical maildirected to their e-mail address, residential clients can elect torestrict their receipt of “junk mail.” Other features of this serviceinclude forwarding residential mail to centralized mailing and messagingcenter 110, imaging of each mailed document, ensuring maximum privacy,document bar coding, imaged document storage, timely forwarding of paperbased mail to the customer's e-mail account, and integrated reportingfeatures.

Thus, the present invention provides a comprehensive, user-friendly andencompassing document tracking and content verification solution,enabling corporations to be in full compliance with the myriad and farreaching regulations mandated by the various law, acts and directives.

Other uses and products provided by the present invention will beapparent to those skilled in the art. Although the present invention hasbeen described in relation to particular embodiments thereof, many othervariations and modifications and other uses will become apparent tothose skilled in the art. It is preferred, therefore, that the presentinvention be limited not by the specific disclosure herein.

1. A method for certifying contents of a correspondence sent from asender to a recipient, the method comprising: receiving by aninformation processor over a communication network an electronic filefrom a sending workstation associated with the correspondence; receivingover the communication network recipient information that represents therecipient of the correspondence; generating an electronic copy of theelectronic file, and identifying the electronic copy with identifyingcoded information; outputting the coded electronic copy as a physicaldocument; imaging the physical document to create an electronic imagedcopy thereof; storing the electronic imaged copy in a database;delivering the physical document to the recipient; and retaining theelectronic imaged copy stored in the database as a certification of thecontents of the correspondence as embodied in the physical document sentto the recipient.
 2. The method of claim 1, futher comprising providingby the information processor a graphical user of the workstation toupload the electronic file.
 3. The method of claim 2, wherein the userinterface further comprises graphical screen controls enabling a user todefine parameters related to the correspondence.
 4. The method of claim3, wherein the parameters in clude at least one of a paper color, papersize, paper type and envelope type.
 5. The method of claim 1, whereinthe identifying coded information is formatted as a bar code.
 6. Themethod of claim 5, wherein the bar code is a 2D bar code.
 7. The methodof claim 1, further comprising automatically preparing the physicaldocument to be inserted in an envelope with viewable mailinginformation.
 8. The method of claim 7, wherein the envelope comprises atransparent portion.
 9. The method of claim 1, wherein the electronicfile is generated by virtual print driver installed on the workstation.10. The method of claim 1, wherein the step of delivering thecorrespondence comprises receiving cost estimate information from aplurality of couriers, and selecting one of the couriers.
 11. The methodof claim 1, further providing enabling a user to review statusinformation related to the correspondence.
 12. The method of claim 1,wherein the correspondence is sent by e-mail.
 13. The method of claim 1,further comprising authenticating a user of the service.
 14. The methodof claim 1, further comprising performing optical character recognitionon the electronic copy of the electronic file.
 15. The method of claim1, wherein the retaining ensures compliance with at least onegovernmental regulation.
 16. The method of claim 1, wherein at least oneof the receiving, generating, outputting, imaging, storing, deliveringand retaining are provided by an integrated mail and messaging center.17. A system for certifying contents of a correspondence sent from asender to a recipient, the system comprising: an information processorcommunicating over a communication network and operable to receive anelectronic file and recipient information from a sending workstationassociated with the correspondence, wherein the recipient informationrepresents the recipient of the correspondence; a copy generating moduleoperable to generate an electronic copy of the electronic file, and toidentify the electronic copy with identifying coded information; anoutput device operable to output the coded electronic copy as a physicaldocument; an imaging device operable to image the physical document tocreate an electronic imaged copy thereof; a database operable to storethe electronic imaged copy; a delivery module operable to deliver thephysical document to the recipient; and a retention module operable toretain the electronic imaged copy stored in the database as acertification of the contents of the correspondence as embodied in thephysical document sent to the recipient.
 18. The system of claim 17,further comprising a graphical user interface enabling a user of theworkstation to upload the electronic file.
 19. The system of claim 18,wherein the user interface further comprises graphical screen controlsenabling a user to define parameters related to the correspondence. 20.The system of claim 19, wherein the parameters include at least one of apaper color, paper size, paper type and envelope type.
 21. The system ofclaim 18, wherein the user interface further enables a user to reviewstatus information related to the correspondence.
 22. The system ofclaim 17, wherein the identifying coded information is formatted as abar code.
 23. The system of claim 22, wherein the bar code is a 2D barcode.
 24. The system of claim 17, further comprising a centralizedmailing and messaging center that substantially automatically preparesthe physical document to be inserted in a envelope with viewable mailinginformation.
 25. The system of claim 24, wherein the envelope comprisesa transparent portion.
 26. The system of claim 17, further comprising avirtual print driver operable to generate the electronic file.
 27. Thesystem of claim 17, wherein the delivery module receives cost estimateinformation from a plurality of couriers.
 28. The system of claim 17,wherein the correspondence is sent by e-mail.
 29. The system of claim17, further comprising an optical character recognition module forperforming optical character recognition on the electronic copy of theelectronic file.
 30. The system of claim 17, wherein the retentionmodule provides compliance with at least one government regulation. 31.The system of claim 17, further comprising an e-commerce module operableto receive a fee for certifying contents of a correspondence sent from asender to a recipient.
 32. A system for certifying contents of acorrespondence sent from a sender to a recipient, the system comprisingan integrated messaging center for receiving an electronic file;reproducing the electronic file with coded information; physicallyoutputting the reproduced file as a physical document for thecorrespondence; imaging the physical document to create an electronicimaged copy; storing the electronic imaged copy in a database;processing the physical document; and retaining the electronic imagedcopy stored in the database, wherein the retained electronic imaged copyensures compliance with at least one governmental regulation, andfurther certifies the contents of the correspondence as embodied in thephysical document.